Executive, Operations Support & Administration

The Executive, Operations Support & Administration provides operational coordination and administrative support to the Operations Department. The role supports day-to-day operational activities, billing coordination, documentation follow-up, road tax administration, chauffeur deployment coordination, records management, reporting and process improvement initiatives. The incumbent works closely with internal stakeholders to ensure timely, accurate and efficient execution of departmental requirements.

Key Responsibilities
1. Operations Coordination & Department Support

• Provide day-to-day operational and administrative support to the Operations Department.
• Coordinate operational documentation, customer administrative requests and follow-up matters.
• Maintain operational records, trackers, filing systems and departmental documentation.
• Compile information and support the preparation of operational reports and updates.
• Monitor assigned action items and follow up with relevant stakeholders to support timely completion.
• Support departmental projects, business continuity requirements and other operational priorities.

2. Billing Coordination & Documentation Follow-up

• Prepare and process invoices, debit notes, credit notes and approved billing adjustments.
• Verify supporting documents for accuracy, completeness and proper authorization before submission.
• Coordinate with Operations, Sales, Finance and customers on billing documentation and follow-up matters.
• Assist in resolving billing discrepancies and responding to billing-related enquiries.
• Support month-end billing, reconciliation and reporting activities.
• Maintain complete and auditable billing records and supporting documents.

3. Fleet Administration & Road Tax Tracking

• Coordinate and process vehicle road tax renewals and payments in accordance with approved procedures.
• Maintain road tax due-date records, renewal schedules and supporting documentation.
• Follow up on outstanding fleet-related documents and ensure records are updated promptly.
• Support other fleet administration matters assigned by the Reporting Officer.

4. Chauffeur Deployment Coordination

• Coordinate chauffeur driver assignments and deployment based on operational and customer requirements.
• Maintain accurate assignment, deployment and change records.
• Communicate deployment arrangements and changes to relevant stakeholders promptly.
• Assist in monitoring operational coverage and escalate potential gaps to the Reporting Officer.
• Support ad-hoc chauffeur coordination requirements where necessary.

5. Governance, Records & Audit Support

• Maintain departmental Standard Operating Procedures, forms, records and controlled documents.
• Support internal and external audit requirements through timely retrieval and organization of records.
• Assist in tracking follow-up actions arising from audits, reviews or internal control requirements.
• Apply proper records management, document retention and confidentiality practices.
• Support departmental compliance and data protection activities as directed.

6. Department-level People Coordination Support

• Coordinate department-level training nominations, registrations, attendance records and related administration where required.
• Support onboarding arrangements and departmental orientation for new employees.
• Assist with department welfare, engagement and communication activities where required.
• Liaise with Human Resources on employee-related administrative matters, with policy and functional ownership remaining with Human Resources.

7. Sustainability Support

• Support company or workplace sustainability initiatives, including Eco Office activities, where required.
• Maintain relevant departmental records or coordinate activities only when assigned.
• Undertake formal ECO-related responsibilities only if separately appointed by Management.

8. Digitalisation & Continuous Improvement

• Support approved digitalisation, automation and process improvement initiatives within Operations.
• Maintain operational databases, trackers, dashboards and reporting tools.
• Assist in User Acceptance Testing and system implementation activities.
• Support the adoption of approved Microsoft 365, Copilot and other digital solutions.
• Identify and propose practical opportunities to improve workflow efficiency, accuracy and service delivery.

9. Other Duties

• Perform other duties and responsibilities assigned by the Reporting Officer or Management from time to time.
• Support cross-functional initiatives and changing departmental priorities as business needs evolve.

Job Requirements
Qualifications

• Diploma in Business Administration, Operations Management, Business Studies, Finance or a related discipline.

Experience

• At least 2 years of relevant experience in operations support, administration, billing coordination, customer service or a related function.
• Experience in fleet operations, transport, automotive, rental, leasing or a service-oriented environment will be advantageous.

Preferred Advantage

• Data Protection Officer certification or relevant data protection knowledge is an added advantage.

Skills & Competencies

• Strong organizational, coordination and follow-up skills.
• Sound understanding of billing documentation and administrative processes.
• Strong attention to detail, accuracy and record integrity.
• Good written and verbal communication skills.
• Ability to work independently and manage multiple priorities in a dynamic Operations environment.
• Proficiency in Microsoft Office and Microsoft 365 applications.
• Service-oriented mindset with practical problem-solving ability.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.